Job overview
To provide a range of comprehensive administrative support in Head & Neck. There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent organisational skills. They will possess excellent working knowledge of all Microsoft Office systems including Word and Excel. The post holder will need to meet deadlines, collate data and maintain standards relating to administrative processes and following UHSussex Patient Access Policy. They will need to be able to work within a team effectively and share work streams, where appropriate. But will need to use own initiative when prioritising workload. Role will also involve covering reception desk and staff sickness/leave and any other general administrative duties within the department.
Main duties of the job
·To provide a range of administrative tasks across multiple areas
·Have a flexible approach to workloads, liaising with management to identify areas that need the most support.
·To be able to cross-cover multiple areas and departments across Head and Neck.
·Create referral line and book appointments on the trust PAS system, ensuring all patient pathways are booked, coded and outcomed correctly, working to UHSussex trust deadlines. This will include duel bookings and retrospective bookings.
·Use SPINE to update patient information onto Careflow
·Work from several different inputs (multiple spreadsheets - excel, outcome forms, Openeyes worklist) alongside each other to capture all appointments
Working for our organisation
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust.
We treat our patients and staff with the same compassion and empathy we expect for ourselves. We’re here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our Wellbeing Programme for staff which is extensive and designed to support you when you need it, including where possible, flexible working to support work life balance - because we know that to look after others we must first look after ourselves.
As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.
We look forward to receiving your application and the start of your journey with UHSussex.
Detailed job description and main responsibilities
·To provide a range of administrative tasks across multiple areas
·Have a flexible approach to workloads, liaising with management to identify areas that need the most support.
·To be able to cross-cover multiple areas and departments across Head and Neck.
·Create referral line and book appointments on the trust PAS system, ensuring all patient pathways are booked, coded and outcomed correctly, working to UHSussex trust deadlines. This will include duel bookings and retrospective bookings.
·Use SPINE to update patient information onto Careflow
·Work from several different inputs (multiple spreadsheets - excel, outcome forms, Openeyes worklist) alongside each other to capture all appointments
·Communicating within a team to ensure tasks are divided especially when working through the same task to avoid overlap.
·Attention to detail when carrying out repetitive tasks to avoid small errors
·Maintain appropriate audits for various tasks.
·Greet patients in a friendly calm manner.
·Use Careflow and Openeyes to book in patients.
·Cache up clinics effectively ensuring all outcomes are completed.
·Deal with telephone calls in a competent, friendly, helpful, and polite manner.
·Resolve problems and deal with all queries with competence.
·Attend departmental meetings as arranged.
·Maintain confidentiality of information about patients, staff and other health service business.
·Scanning multiple pages of documents in various volumes and uploading the scans to the appropriate systems, Openeyes and/or Mediviewer as required.
·Demonstrate flexibility in hours and working across hospital sites as required meeting needs of the service.
·Strong communication skills with patients and staff to monitor patient flow within clinic.
·Other reasonable duties relating to the smooth running of the department, as requested by Head & Neck management team.
·Participate in the training and induction of new staff.
·General knowledge of Mediviewer, OpenEyes, Careflow and Panda systems for competent cross cover.
·Ability to gauge workload and have the ability to escalate with managers which tasks are appropriate to prioritise over others.
Person specification
Experience
Essential criteria
1. Administration Experience
2. Ability to use initiative and work unaided in a busy / demanding environment
Desirable criteria
3. NHS administration experience
4. Working knowledge of the patient access policy and national NHS targets
Equality, Diversity and Inclusion
Essential criteria
5. Evidence of having undertaken own development to improve understanding of equalities issues
6. Evidence of having championed diversity in previous roles (as appropriate to role).
Important information for applicants:
A Note on AI Use in Applications
We value the individuality and authenticity that each candidate brings to the application process. While AI tools are increasingly accessible, we strongly discourage their use in completing your application. Your responses should reflect your own voice, experiences, and motivations—elements that are essential to a fair and accurate evaluation.
Applications that rely heavily on AI-generated content may misrepresent your abilities and could result in your application being rejected. We encourage you to take the time to present your genuine self, as this helps us better understand your potential and ensures a transparent selection process.
Closing Adverts Early: In the event of exceptional interest, we may close adverts earlier than specified.
Some of our adverts are capped for a limited number of applications; therefore, the advert will close once the cap has been reached. We therefore encourage you to submit your application as soon as possible if you are interested in the position to prevent you from missing out on applying for the opportunity.
Flexible Working: If you would like to explore potential options regarding flexible working please speak with the appropriate recruiting/line manager.
DBS Checks: As part of our commitment to a safe working environment, we undertake a Disclosure and Barring Service check on all new employees where the role is eligible for a criminal record check. We make offers in line with the Rehabilitation of Offenders Act 1975.
Skilled Worker Visa: Applications for Skilled Worker sponsorship are welcome for the roles that meet the Visa and Immigrations eligibility criteria. For further information please visit the gov.uk website searching for Skilled Worker. It is your responsibility as the applicant to ensure that you meet this criteria.
UHSussex reserves the right to close the role early if we receive a high volume of applications